Administrative Aide – HigherEdJobs


Administrative Aide

  • Work Department: Vice President for Student Success
  • Class Title/Code: Administrative Aide (0058)
  • Effective Date: Jan 13, 2022
  • Responsibilities:
    A(n) Administrative Aide typically –
    1. provides support to administrators on various administrative/organizational matters.
    2. maintains an overview of departmental responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures.
    3. completes the final copy of communications and documents for executives/administrators (reviews for appropriate spelling, punctuation, syntax, formats, and modifies as needed); drafts communications for an administrator and develops and distributes as directed.
    4. manages and controls confidential documents including personnel, institutional, and historical documents.
    5. serves as a liaison between departments and other constituencies and/or between different groups within the department (e.g., between a director and departmental faculty); provides information, assistance, and advice to various constituencies and individuals.
    6. assists in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events.
    7. coordinates an administrator’s schedule (i.e., prioritizes and manages schedules, appointments, meetings and related activities); invites and notifies participants.
    8. assists in developing job descriptions for unit staff positions and oversees personnel transactions, searches, and employment.
    9. supervises student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation.
    10. assists with developing departmental accounts; conducts budget transfers within various accounts and is responsible for the fiscal management of the department’s budget; maintains an itemized record of expenditures.
    11. performs related duties as assigned.
  • Required Qualifications:
    • High school graduation or equivalent
    • Any one or any combination totaling five (5) years (60 months) from the following categories:
      • college course work in business, finance, accounting or a related field:
        • 60 semester hours or an Associate’s degree equals one (1) year (12 months)
        • 90 semester hours equals two (2) years (24 months)
        • 120 semester hours or a Bachelor’s degree equals three (3) years (36 months)
        • Master’s degree or higher equals four (4) years (48 months)
      • progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
  • Starting Salary: $2978/month
  • Application Deadline: Jan 20, 2022

Employment – Information & Instructions
Complete an Employment Application online. Submit supplemental application materials, including copies of official academic transcripts and a current resume, via email to

All application materials, including completed application, transcripts, and resume, are due in the WIU Human Resources Office no later than 4:30 p.m. the day of the application deadline.

Western Illinois University is an Affirmative Action and Equal Opportunity employer with a strong commitment to diversity and a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status.

For questions regarding the application process, please contact:

Human Resources Office
Sherman Hall 105
1 University Circle
Macomb, IL 61455

Phone: (309) 298-1971 ext. 1
Fax: (309) 298-2300


Open: Monday – Friday; 8:00 a.m. – 4:30 p.m.


Western Illinois University is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to diversity. WIU has a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status.

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